Wikimania 2016 bids/Esino Lario/Differences

Session	Last Bid Spring 2014	Current Bid Autumn 2014
Venue	List of buildings which can be used during Wikimania; definition of safety issues, number of seats, booking and authorizations from owners. Involvement in the team of volunteers of a local reference person (Giovanni Dell'Era) and of an expert on buildings and safety issues (Pietro Pensa).	Check of the meeting rooms during site visit of two members of the Wikimania Committee. Booking of Villa Monastero in Varenna. Visual overview of the meeting rooms.
Program	Definition of the structure of the program (sessions, special events, excursions, and children). Involvement in the team of people who can take care of the different aspects of the program (working sessions, events in the evening, excursions, children).	Discussion about the program during the site visit of two members of the Wikimania Committee.
Technical	Definition of how to manage the technical aspects of the location (connectivity, video uploads, electricity, equipment). Technical chair of the local team (Simone Sala), and involvement in the team of people with different skills related the technical implementation.	Discussion about the technical issues during the site visit of two members of the Wikimania Committee. Started the discussion with Telecom Italia – the major Italian communication company – for the technical support to Esino Lario connectivity during Wikimania; presentation of the project to the head of the brand development projects (positive feedback), introduction of the project to the managers; the project will be evaluated in 2015 (according to the company fiscal year plan). Discussion with the Politecnico di Milano for a back up space for the hackathon. Details on each meeting room necessary for the technical implementation (phone line, number, owner, contact person, electricity) https://docs.google.com/spreadsheets/d/1QLzeFYEepZfeH0_huF3ZKdmu5mcuLmfRMoln3zpsnyI/edit#gid=0
Accommodation	Plan for the accommodation. Check on the real availability of beds in Esino Lario by contacting around 60 private owners based in Esino Lario. Th check was made with people resident in Esino Lario; we did not contact people with summer houses. Presentation of the project to hotel owners and private owners and negotiation of the prices/reimbursement for Wikimania Esino Lario.	Check of three types of accommodation (high, middle and the lowest) during the site visit of two members of the Wikimania Committee.
Food	Definition of a plan for the food (resources, seats, menu, dietary needs). Involvement in the team of an expert in food and consultant for catering (Tommoso Fara). Presentation of the project to restaurants and bar owners and negotiation of the prices for Wikimania Esino Lario.	Check of a 10 euro menu during the site visit of two members of the Wikimania Committee.
Journey	Documentation about the international flights, information and plan to manage transport from the airports and local transport, hypothesis of flows.	Check of the two streets reaching Esino Lario during the site visit of two members of the Wikimania Committee. Request of a pre invoice for managing trasport to a company specialized in the organization of events (request 6'100 euro). Involvement in the team of a person with a long experience in local transports and with knowledge and network of local companies; interview and discussion about the plan.
Safety and accessibility	* Plan for the management of safety and accessibility. Involvement in the team of an expert on safety (Pietro Pensa).	Check of the accessibility during the site visit of two members of the Wikimania Committee.
Participants	Information about visa and plan for its management.	Discussion about visa during the site visit of two members of the Wikimania Committee. The possibility for Esino Lario to apply for visa both in Italy and Switzerland is a positive asset of the location.
Team and organization	Involvement of around 35 people with different skills and competences Structure of the team and biographies.	Some changes in the team (update of the list and biographies). Around 40 people involved. Meeting with around 40 people during the site visit of two members of the Wikimania Committee. Pre-invoice of a company specialized in event management (pre invoice for the coordination of the event and the management of transports; request 25'000 euro and 6'100 euro).
Support	List institutions supporting the event and their role.	Involvement of the organizations confirmed.
Budget	Definition of the budget.	Definition of the minimum costs to organize Wikimania in Esino Lario. To assure the feasibility of the conference we present the worst case scenario in which no further financial support is obtained; we included in the scenario funds that are already secured and the 250'000 $ requested to Wikimedia Foundation. Please refer below to the fundraising implemented and pending.
Fundraising	Definition of the potential stakeholders.	Fundraising for Wikimania Esino Lario 2016 has started. Until now we have: Secured a technical support for communication materials of a value of 3'000-5'000 euro by the company A+E Milano srl. Secured a support from Associazione Amici del Museo delle Grigne Onlus of 10'000 euro in the frame of the project "Villa Clotilde Expo 2015". Secured a support from the Esino Lario City Council of 10'000 euro in the frame of the project "Villa Clotilde Expo 2015" (3'000 euro in-kind staff of the tourist office). Secured a support from ODL company of 5'000 euro. Secured support in-kind staff Wikimedia Italia during the event. Secured support in-kind staff Comunità montana for excursions during the event (not included in the budget). Requested support in-kind staff Wikimedia CH during the event. Requested a support from Lombardy Region of 37'000 euro in the frame of the project "Villa Clotilde Expo 2015" (pending). Started the discussion with Telecom Italia – a major Italian communication company - for the technical support to Esino Lario connectivity during Wikimania. Started the discussion with a major international lightening company for a technical support to Esino Lario lightening (buildings and outdoor). Presented the pre-project to Cariplo Foundation with a request of 200'000 euro (pending). Preparing the documentation for a request to Fondazione Banca del Monte di Lombardia for 80'000 euro for the renovation of the former cinema which will be used during Wikimania (pending). Meetings with Cariplo Foundation and Regione Lombardia. Associazione Amici del Museo delle Grigne Onlus 10'000 euro ODL company 5'000 euro A+E Milano srl 3'000-5'000 euro Project proposal Villa Clotilde Expo 2015 with support of the Esino Lario city council In-kind support of Comunità montana for the excursions during the event
Feasibility	Feasibility study Update of the documentation about Wikimania on meta: check of the documentation about previous editions, competitive analysis, review of the different types of sessions organized during Wikimania.	Site visit of two members of the Wikimania Committee.
Documentation and communication	A series of images of the locations uploaded on Wikimedia Commons. News about Wikimania Esino Lario in the local media of the Province of Lecco.	Full map of Esino Lario on OpenStreetMap (thanks yiyi!) Complete image coverage of the locations used in Esino Lario. Two slide presentations in Italian (meant for stakeholders) and English (overview of the project) English Italian